Procurement specialist

Role Overview

Procurement Specialist at Retal, executing all activities related to the procurement and delivery of materials, supplies, capital tools and services for RETAL Projects under construction and modification processes.

Role Purpose

The Procurement Specialist manages solicitations authorization and verification processes according to issued RFP, RFQ or direct purchasing requests in alignment with company nature and policy. The role ensures procurement activities align strictly to set policies, maintains current knowledge of item specifications and market trend prices, applies extensive knowledge of local and international laws, establishes professional relationships with suppliers and vendors, and identifies costs, fees and collaterals required to complete purchasing with cost-efficient indicators.

Key Responsibilities

Strategic Planning

• Work with the Head of Procurement to deliver procurement policies, procedures and systems including order processing, order status tracking and delivery.
• Articulate the Retal mission, vision, and objectives within the Purchasing and Contracts Function to align all procurement activity to overall business plan requirements.
• Coordinate with the Finance function regarding procurement decisions to become familiar with best practices for improvement in cost-effectiveness and cash flow.

Procurement Operations

• Process purchase requisitions and orders within purchasing authority.
• Conduct all purchasing-related activities including order placing, receipt of goods, and variance monitoring.
• Invite, assess, and award or recommend supplier tenders, bids, quotations and proposals.
• Establish and negotiate contract terms and conditions and maintain supplier relationships.
• Prepare and maintain purchasing records, reports and price lists.
• Assist in development of specifications for equipment, materials and services to be purchased.
• Administer the preparation and issuance of Purchase Orders (POs), Requests for Quotations (RFQs), Requests for Proposals (RFPs) and all relevant documents.
• Review, consolidate and process procurement requests received from requesting sites using the appropriate procurement method (Direct Purchasing, RFQ, RFP or other methods) depending on nature, value and category of the requested item or service, and in accordance with applicable procurement policies.
• Reconcile or resolve value discrepancies.
• Monitor supplier and subcontractor performance in accordance with schedule commitments, contractual requirements and quality standards.
• Administer contract performance including delivery, receipt, warranty, damages and insurance.
• Coordinate with Inventory and site Managers the delivery of materials and equipment in coordination with requesting department, projects or sites, and track and expedite delivery of items and materials directly with supplier to the requesting site as applicable.

Policy & Compliance

• Implement and ensure adherence to corporate procurement strategy, policies and procedures.
• Comply with and maintain knowledge of applicable rules, legislation, regulations, standards and best practices.
• Observe full adherence to the company's guidelines, policies and procedures regarding the purchasing process.
• Maintain full compliance and operate within the limits of policies and regulations pertaining to loss prevention and fraud control at all times and for all details and aspects of this function.

Supplier & Vendor Management

• Establish and maintain strong business relationships with subcontractors and suppliers.
• Liaise with corporate strategic procurement on matters related to supplier performance to assist in maintaining an up to date comprehensive vendor base and preferred suppliers list and manage key vendor relationships on company and country level.
• Negotiate payment terms and discounts with the most important suppliers to secure the most advantageous price and service performance.

Support & Reporting

• Work with internal and external stakeholders to determine procurement needs, quality and delivery requirements.
• Address staffing resource needs and supervise purchasing clerks.
• Report and provide statistical and analytical consolidated reports to Procurement Manager.
• Direct all subcontractors work-related activities to ensure fulfilment of subcontract work, scope, commitments, terms and conditions, and report on major risks, delays or unsatisfactory performance to Construction and Design Managers.
• Assist in reviewing tender documentation in relation to pricing including instructions, general and special conditions and requirements, measurements, Bills of Quantity, specifications and drawings.

Systems & Administration

• Maintain a flexible integrated procurement management system in coordination with corporate IT and strategic procurement.
• Develop and maintain constructive and cooperative working relationships with colleagues and management.
• Participate as a member of the Retal management team in relevant operational and administrative meetings.
• Undertake other tasks as assigned by the Line Manager or Operations VP from time to time.
• Undergo regular performance appraisal and evaluation.

Qualifications & Experience

• Bachelor Degree in Business Administration or other equivalent degree.
• Professional Procurement and negotiation qualification.
• Minimum of 5–6 years of related and relevant experience in procurement, especially for real estate and properties.

Skills & Competencies

• Business reasoning.
• Planning and scheduling skills.
• Procurement management.
• Managing people and excellent negotiation skills.
• Risk analysis and management.
• Supply chain management qualifications.
• Vendor management.
• Cost estimation skills.
• Interactive and proactive communication skills.
• Computer literacy.
• Excellent verbal and written skills; fluent in Arabic with good ability in English.
• Team leadership, work ethics and values.
• Holding people accountable.
• Results management.
• Decision making.
• Take responsibility and concern for quality and efficiency.
• Handle pressure.
• Work to strict deadlines.
• Self-motivate.
• Hard working.

Additional Information

Key Relationships

Reports to: Procurement and Contracts Manager (primary) and Operations VP (secondary).

Provides support to: Operational Managers, Financial functions, Document control, and Budget controller.

Internal relationships include: Procurement and Contracting Manager, Support Service and CFO, Finance Manager, Inventory Controller, Accounting and Legal Officer, and Design and Consulting Engineers.

External relationships include: Suppliers, Vendors and Sub-Contractors, Power Utility and Government Entities, Supply Companies, and Retal's Legal Advisors for contract law.

Performance Management

Key Performance Indicators (KPIs) are used to provide management focus and establish a clear mechanism to determine future compensation, reward and career advancement based on abilities and performance within the role. KPIs are set according to strategy and annual budgets and monitored on a quarterly basis. KPIs are adjusted based on quarterly review to ensure all business unit activity is aligned to strategic objectives and any revised plans resulting from changes to market conditions or new product opportunities. Measures for this role are summarized under the following headings: Management, Financial, Non-Financial, and Inventory Control. KPIs will be detailed in an appendix to the Job Description and updated in line with the review process.